Introduction to Introduction to State Aid ManagementState Aid Management SystemSystem

NYS Education DepartmentNYS Education Department

WhatWhat is SAMS? is SAMS?• State Aid Management System

Developed in August 2005 Replaces DEA (Data Entry Assistant)

• Integrated on-line Web based data management and communication system between SED and school districts for:

Data collection State aid calculations (future)Revisions

Benefits of SAMSBenefits of SAMS• Better communication through improved technology

• Better turnaround time on data collection, review, and audit

—Expanded online correction/revision processing

• Improved workflow

• No more DEA software distribution issues

• Faxing back and forth disappears and is replaced by email and online workflow giving users ability to make changes themselves.

How to Get to SAMSHow to Get to SAMS

Click Log On

http://portal.nysed.gov

Sign in to SAMSSign in to SAMS

Enter User Name & Password

Click Login

Welcome to SAMSWelcome to SAMS

Click State Aid Management System

SAMS HomepageSAMS Homepage• District / BEDS Code / Claim Year • Menu Bar

Entity Info Activity Log Forms Reports Claim Verification

• Hot Keys Home Help Issue Reporting Logout

Home, Help and LogoutHome, Help and Logout

Home Returns you to SAMS HomepageHelp Takes you to SED Help Screens

To leave Help, hit “X” Logout Officially ends time on SAMS

• Be sure to SAVE data before logging out (Alt S)• SAMS will warn you that you are about to Logout

without saving• SAMS will automatically logout after 3 hours of no interaction with

the server (Alt S)

Set ValuesSet Values• Use to identify the claim year you want to work in

2. Click SET VALUES1. Select the Claim year you want to work in from drop down box

Entity InfoEntity InfoUse to update contact information for your district

Click Entity Info

State Aid Designee Director of Special EducationFiscal AdvisorST-3 ContactTransportation Supervisor

Update contact Information for the following:

Keep your Email Address updated for better Communication

To update Superintendent info/email address please send an email to: emscsupinfo@mail.nysed.gov

“Official Data”Used to enter and submit initial Form A, FB, FT and ST-3 and required certificationsDisplays all data accepted by SED”

“Revision Data”Used to make changes and corrections to data that has already been certified.

“Import Form Data”Used to merge data from other sources

“Print Multiple Forms”Used to print multiple forms

Forms MenuForms Menu

Click Official Data

How to Enter Data: Step 1•Select the type of data under Forms

How to Enter Data: Step 2How to Enter Data: Step 2To view all Forms Sets Click Expand All

or

To view a specific Form Set Click the + sign

How to Enter Data: Step 3How to Enter Data: Step 3

Click Form A

•Choose a form from the form tree

How to Enter Data: Step 4How to Enter Data: Step 4Most Data Form Sets are 3 column format which consist of:

Prior year (read only) Current year

Forward year (projected)

Enter your data in the white boxes only. Gray boxes are read only.

Three buttons are found at the bottom of each form.

Save • Saves your data to web based server• Use when data entry is in progress (Use often)• Do not close your form until you SAVE!• Use the SAVE button, Enter Key or “Alt S”• This is not your final save in preparation for submission to SED

Reset • Allows you to clear all data entered since last time you saved data• Use cautiously!!• Use this button or “Alt C”

Save and Ready• Saves and marks the form as Ready indicating you completed the form and it is

know ready for the next step. (Superintendent Certification)• You can still enter data and make changes until the Superintendent Certification

even if the form is marked ready.

How to Enter Data: Step 5How to Enter Data: Step 5The most important step is saving your data!!!

Edit Exception ReportEdit Exception Report

Each form set has an Edit Exception Report. Edit Reports can be found at the end of the following form trees:

Form A (Attendance) - Form F (Transportation) Form FB (Building) - ST-3

Incomplete data Incorrect data Data outside of parameters

• You can use the Edit Exception Report to help you complete the form entry process by identifying problem areas in your data entry process.

Click on Edit Report

Running the Edit Exception Report

Selecting Edit Exception ReportSelecting Edit Exception ReportTo Run a new Edit Exception Report click on Run Report. You also have the option of viewing previously run Edit Reports. Click on the drop down box to select a previously run Edit Exception Report.

Click “Run New”

or Select from the drop down box

Click on “Run Report”

Edit Exception ReportEdit Exception Report

Click to Print Report

Click to Display Fields and Values

used in Edit

Add Comments

The results of the Edit Exception Report are displayed. The report will display field items that have exceptions such as:

Incomplete data Data outside of parameters Incorrect data

Adding CommentsAdding Comments

• Using the Comment Section in Edit Exception– Used to explain why data is correct– All comments are retained and can be seen– Always look here for comments from SED

Enter your Comment

Addressing Edit ExceptionsAddressing Edit Exceptions

Go back to Form and make corrections ORExplain why the data is correct in the Comment area.

If you make revisions- run the Edit report again

Final step Click “Save and Ready”

Save & Ready the Edit ReportSave & Ready the Edit Report

Edit Report must be in the “Ready” state before Superintendent can Certify.

Click

Save & Ready

After reviewing the Edit Exception Report you must “Save & Ready” the form in order to complete the next step which is Certification by the Superintendent for submission to State Aid.

Official Form CertificationsOfficial Form Certifications• Each form set must be Certified by the Superintendent• Each form set’s Edit Report must be in the “Ready” state before Certification• Certification Forms are found under “Official Forms” for each Form Set (A, FB, FT & ST-3)

To Certify a Form Set Click on

Form Certification

Ready

Certify & SubmitCertify & Submit

To Certify & Submit your Data to SED

Click Certify & Submit

To Save only Click Save. This does

not Submit data to State Aid .

Notes & ShortcutsNotes & ShortcutsUse tab key to move between fields

If you enter an invalid value, an error message will appear at the top of the page and a “ ! ” will appear next to the field. Roll mouse over field to see error message

To display help for a field item place cursor in field and press F2.

To display what items created a value for a field item place cursor in field and press Alt J to see what items created that field item value.

” indicates a comment has been entered for that field item. Place cursor in field item and press F7 to view comments.

To Save your data entry press Alt S

Importing DataImporting Data• SAMS will import data in the same file format as supported by SAMS.

– From Forms menu click on “Import Data”

Click and select

data area

Click to select a file from you computer

Activity LogActivity Log• Allows you to review all the current activities and status associated with the

data you have submitted to State Aid. • Information displayed with each activity log record:

Claim Year Claim year for which Activity occurForm Set Form A, FB, FT or ST-3Activity Type Data State, Correspondence, ActionDescription Describes the Activity, i.e. Saved, Saved and Ready,

Certified, Edit in Progress, Clean with Issues, etc.Date Date Activity occurredUser District user or SED Reviewer

• Can sort by Form Set or Activity

Activity Log FilterActivity Log Filter • The activity Log has the ability to filter information by:

Form Set, Category, Activity Type, Data Range

Click Apply Filter

after selections are

made from the

dropdowns.

Printing FormsPrinting Forms• How to Print Multiple Forms at the same time.

Go to “Forms”

Click on Print Multiple Forms

Selecting Forms to PrintSelecting Forms to PrintOptions for data types (Official, Revision) are located in the Select Data Area. The value is defaulted to

Official but can be changed by clicking on the drop down box. Remember to Turn off Pop Up Blocker to Print

Click the box next to the form to be printed. A will display.

After selections Click Print Multiple Forms at the bottom of the page.

Revision Data AreaRevision Data Area

Changes to Official Data are kept in the Revision Data Area

until you submit the changes and SED approves them.

When do I use the Revision Data area?Always use the Revision Data Area for any form set that has

already been “Certified and Submitted”.

How to Revise DataHow to Revise Data

Follow the same steps as Official Data except click “Revision Data” under Forms. “Revision” will be watermarked in background

• Select Form to revise (A, FB, FT or ST-3)• Make correction to desired fields• Save ( “Alt S”, Enter or Save)• Run Edit Exception Report• Address errors, make comments, “Save and Ready”

Submitting ChangesSubmitting ChangesYou must submit your changes to State Aid.

Click on the Change Submission button from the form tree for the form you have revised. This will display all pending revisions for that Form Set (A, FB, FT or ST-3) entered previously.

Click Submit Changes

IMPORTANT: Changes will be reflected on “Official Data Form” only after approved and accepted by SED

Corresponding with SEDCorresponding with SED

• No more faxing!• Messages from State Aid Unit• Email messages

– Indicating you should check SAMS• Checking SAMS periodically for SED actions on claims

– Monitor Activity Log – View the Form Tree to determine status of Forms with

SED

SED StatusSED Status

Edit in Progress SED is in processing of editing district’s submitted data. Districts cannot submit changes to data while in this status.

Edit Rejection SED has rejected an Edit Exception Report from the district during SED edit process.

Corrections Submitted District has submitted corrections to SED during the edit process.

SED Status cont’d.SED Status cont’d.Clean All Edit Exceptions have been

adequately explained or there are no edit exceptions when submitted.

Clean with Issues Edit Exceptions still exist but the data is acceptable for State Aid projections.

Revision Submitted Revised data has been submitted to SED by the district

Revision Review inProgress

SED has begun reviewing revised data submitted by the district.

Tips for SuccessTips for Success

• View Activity Log• SAVE OFTEN!• Run Edit Exception Reports• SAVE OFTEN!• Use “x” to leave Print, Comments and Help• SAVE OFTEN!• F7 used to open Comments • SAVE OFTEN!

What's new in SAMS?

Claim Verification ProcessClaim Verification Process

Replaced the manual audit process

The Claim Verification Process is designed to insure the accuracy of data used to calculate aid

SAMS sends notices and tracks the progress of the CV projects

Claims Verifications is located on the Menu Bar.

State Aid Calculations State Aid Calculations Output ReportsOutput Reports

• State Aid Calculations (Output Reports) for Claim Years 2005-06, 2006-07 and 2007-08 are now available within SAMS

• District users can immediately see the effect of district-initiated SAMS data changes on calculated aids in the Official, Revision and new "Sandbox" data area.

• Using the Sandbox, users can enter changes and immediately see the effect on calculated aids and the edit reports without actually affecting official or revision data.

The Output Reports are located on the Menu Bar under Reports

Approved Operating Expense Report Approved Operating Expense Report (AOE)(AOE)

Where to get HelpWhere to get Help

• Help button• Help Desk

– 518-474-2978– omssams@mail.nysed.gov